complementary goal for records management division of the organization: to increase the capabilities and reduce the cost of providing information to managers

Objectives

An objective is a statement of how one step in reaching a goal is to be completed and measured

Specific objectives are defined to relate to goals developed

e.g. Organizational goal: Reduce costs; Objective: reorganize administrative services to streamline its operation to produce an 8% saving during the next two years

e.g. Records management goal: to increase the capabilities and reduce the cost of providing information to management; Objective: determine a more cost-effective method of maintaining and storing records to result in a 10% saving in current fiscal year

Determining a strategy

A strategy is a plan of action

After goals and objectives are determined, a plan for achieving these objectives should be devised

Plan would include

ways to accomplish the objective

a timetable for the planned action

a cost projection

Specific actions should be tailored to the needs of each organization

Plans serve as the foundation for all organizational achievements

Cost reduction plan

Objective

Action

Completiondate

Cost

5% cost reduction by using
more cost efficient storage
and retrieval practices

Review retention schedule to
determine if files
are kept
too long in
active status

30 days

Labour only

Assesses
turnaround time
to determine if
clerks need
additional training

30 days

Labour only

Check files for overcrowding

10 days

Labour only

Determine if files
are being
disposed of
according
to schedule

45 days

Labour only

Obtain authorization and support

Management support and commitment is critical to success as is

User support and commitment

Obtain user support via

Positive management attitudes

User involvement in the process

Files could be in a variety of places, e.g., desk, drawers, i.e. there is no central storage place Records inventory

To accompany the overall goal of records management, you must know three things:

Types of records maintained

Where they are housed

Volume of records

The records inventory (aka records survey) is a detailed review of the quantity, type, function, and organization of records

Provides answers to:

What kinds of records do we have?

Where are the records located?

How many records do we have?

Are the records active, inactive, or nonessential?

Are the records vital?

Which are record copies?

Three major goals

Define present scope and status of records to be managed

Provide database for the development of a records retention program

Provide information for other decisions in the development of an effective records management program

Provides a basis for many management decisions, e.g.

What facilities, equipment, supplies, and staff are required to handle records?

What staff training is needed?

What controls should be in placed on creation and duplication of records?

What measures need to be taken to protect vital records?

Planning the records inventory

Gain commitment from management and those who will be working on the inventory

Select personnel

Project director

May be selected from internal or external candidates

Inventory group members

Task Force

Records management staff (may have less training)

Contracted Services (no training, not familiar, cost)

Determine method

Questionnaire

Quick,

most used,

personnel may be most familiar

Physical survey

Time consuming

most accurate

Combination physical inventory/questionnaire

Obtain forms

Forms should be easy to use

should collect all information first time

reflects unique requirements

Plan schedule

A detailed schedule for the records inventory is a must

Records

Both active and inactive or active only?

Locations

Where are records stored?

Sequence

Refers to order in which records will be surveyed

Time

Need to estimate time in each location

Include time from interruptions

Consider level of expertise of those conducting the inventor

Conducting the inventory

Complete the preliminary purge

Purge shortens time for formal inventory

Weed copies not needed

Identify the records series

Records series

groups of records filed as unit

Data set

to electronic form of information

Identify the required space

Categorize records as active or inactive

influences where to keep

Records analysis

On completion of inventory an analysis is made to identify records types common to most departments, those unique to certain areas, different records types that serve the same function, and the holder of the copy of record